Okay, we have done a lot of work to our document here. We are ready to save it. I am going to head back at the top of my file here and I am going to go up to my office button. I am going to go down to Save As and I am going to choose Word Document. I am going to save this inside the Lesson 2 folder which is inside my Project Files folder on the Desktop. I am simply going to call this Formatting2. Notice the new file extension in Word 2007. That is no longer simply .doc. It is now .docx. You will find this x that has been added on to all of the file extensions in Office 2007. That is because the new file formats are all XML compliant. So I will hit save here. Now, what if I want to share my document with previous versions of Word? Once again, I am going to head up to my Office button and down to Save. Now, I can choose Word 97 2003. Notice that I am back to my previous file extension there. It is simply .doc. So I will call this Formatting 3 and save.
I get Word’s compatibility check with dialog box coming up telling you what features in this document will not be supported by earlier versions of Word. I will hit Continue. Now, while your coworkers and your clients and other people that you exchange documents with are migrating to Office 2007, what you can do is set up Word to always save back to that previous .doc file extension. To do that, I am going to head up to my Office button down to Word Options and I am going to go into my Save Category. Underneath Save Files in this Format, I am going to choose Word 97 2003. Now, when I save my documents into Word, they will be saved using the old format. That will make exchanging documents between others who have not upgraded to 2007 much easier.
As far as distributing your work files, there are a few extra options that have been included in Word 2007. I am going to go back up to my office button and down to prepare. I am going to choose Encrypt Document. This brings up a Password dialog box. So I am going to enter a password here and hit okay. Word asked me to confirm my Password and okay. You can enter in any password you wish so as long as it is not dirty. And what I am going to do because I just encrypted this document is I am going to go down to Save As and up to Word Document and I am going to call this Formatting_Secure and then save when you are ready because I had set my Word Options to save back into the previous version of Word. We are given a warning here telling me I am about to save my document using a new feature. I will simply hit okay. Now, I am going to go and close my files so back up to my Office button and down to close.
Now, I want to go and reopen the document that I just secured. So I will go back to my Office button. I could go down to open and go and find it but conveniently, Word gives me a list of recently opened documents. So I will choose my Formatting_Secure file. I am prompted with the Password dialog box. If I enter in an incorrect password, Word will not let me open it. I will go back to my Office button back down to Formating_Secure.docx type in my password, hit okay and there is my document.
Another new feature in Word 2007 is the ability to mark a document as a Final version. This will help you out if you find yourself working with multiple versions of the same file. So I go ahead to my Office Button here down to Prepare and then Mark as Final. I choose this option. Word is telling me that my document will now be marked as Final so hit okay. Again, I am getting a version warning because I told Word to use previous version of the Word format. I just hit okay and you will notice right away the options on my ribbon become gray though. In other words, when I mark a document as final, it is now an editable version of the document. I will go down and close my file and reopen it for you here just to show you that everything remained grade up. I am prompted for my password again. So I still have the encryption on it. And again, everything at the top on my ribbon is grade up. So that is how to set a document as a final version so coworkers or clients or edit
